Proposal Submission Procedures

Proposal Submission Procedures

The Office of Research Administration (ORA) is committed to the success of Mines faculty in developing and submitting proposals. ORA Proposal Analysts work in tandem with faculty during the proposal process to submit accurate proposals that align with school and federal guidelines, policies, and regulations. To that end, it is important that ORA is notified in a timely manner to ensure adequate time for proposal review and submission.

If notification was not received 24 hours prior to the sponsors deadline, the proposal will be returned to the faculty member for submission in a future competition.

For all other late notifications, the PI must receive Department Head approval before contacting ORA. If the Department Head is the PI or unavailable, late notice approval by the Dean will be required. If a PI reaches out to a Proposal Analyst first, they will be directed to their Department Head for approval. When contacting their Department Head, the PI will provide their draft proposal documents along with an explanation of why advanced notice was not provided.

The Department Head (or Dean) reviews the information to determine the technical readiness of the proposal along with the draft budget details.

If the proposal is not ready for submission, the Department Head (or Dean) will return it to the faculty member for submission in a future competition. If the Department Head (or Dean) determines that the proposal is close to complete and ready for submission, the proposal can be forwarded to ORA.

ORA will determine if the late proposal can be submitted without jeopardizing the success of other submissions. If the latter, the proposal will be returned to the faculty member for submission in a future competition and the Department Head (or Dean) will be notified. If it does not jeopardize other proposals, ORA will work with the faculty to submit by the deadline.

Provide ORA with relevant information about your proposal, including the title, and whether it is being submitted through a center, involves cost-sharing, human subjects, or subcontracts, etc. See below for specific requirements and please review pertinent deadlines above.

Sponsor Name and Address; Contact Person

Please provide the name and address of the sponsor, and a contact person if applicable.

Proposal Solicitation and/or Instructions

Please provide a link to the proposal instructions.

Start and End Dates

Make sure you have the correct starting and ending dates on the budget.

Technical Proposal Documents

Please provide the technical proposal, including biosketches, technical documents, and current/pending support if required.

If the sponsor mandates an indirect cost rate that is lower than CSM’s on-campus rate, you must request a budget exception from your Department Head. (If your budget is solely for student support, you do not have to request an exception.) Read the F&A Guidelines (PDF).

Cost Sharing Information

If your proposal involves cost-sharing, please provide ORA with details and complete a Cost Sharing Form (DOC) to be signed by your Department Head. Third-party cost sharing requires a letter from the provider signed by an institutional official. See Cost Sharing Guidelines (PDF).

Subcontract Documents

If applicable, ORA requires the following items of the subcontractor:

Budget - spreadsheet format

Budget Justification,

Statement of Work

Subrecipient Form (DOC), to be completed and signed by the subcontractor's institutional official

Other sponsor-required documents, such as budget forms and certifications

ORA will thoroughly check your budget and make any corrections and recommendations for changes

Record and Document Creation

ORA will assign a proposal number to your proposal and create internal documents: a CSM cover page with places for you, your dept. head, center director (if applicable) and Co-PIs to sign; a Check-off Sheet with some questions to answer; other forms as needed.

Sponsor Documents

ORA will fill out any cover page or budget forms that the sponsor requires.

Signatures

ORA will obtain administrative signatures

Submission Package

ORA will check over the submission package to make sure that all the required documents are included

Proposal Submission

ORA will submit the proposal, whether electronically, via Cayuse, or by mail or by email.